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Deliverable-based Direct Negotiations
IT/IS PSK Master Agreement
Preconditions
- Business Case Methodology (MS Word)
- Approved decision to contract
- Execute Legislative approval (policy option package, JLCIMT, Eboard, Ways & Means if required)
- Develop Statement of Work (SOW) (MS PowerPoint)
- Execute DAS IRMD Business Case & Feasibility Study ($75k+) (MS Word)
- Execute DAS IRMD Cost Benefit Analysis and IRR ($75k+) (MS Word)
- Execute SEIU Feasibility Study (DHS 0117), if more than $30k in a calendar year (MS Word)
- Execute DHS Contract Request Form (DHS 0118) (MS Word) (PDF)
- Execute Advanced Planning Document (APD), Advanced Planning Document Updates APDU’s for enhanced Federal Financial Participation (Process under review to determine how Master Agreement process could be applied)
- Obtain other funding source requirements (i.e., Grants, Department of Education, Department of Labor, etc if required)
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Step
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Action
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OIS
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OCP
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Duration
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PSK Process Master Agreement – contract need through Notice to Proceed |
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A
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Develop Requirements
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1
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Refine Statement of Work (SOW)
- Step #1: Develop Statement of Business Need
- Step #2: Refine SOW
- Step #3: Define milestones, tasks, deliverables, due dates
- Step #4: Define Requirements: Cost, Management (organization, staffing, key people), and Technical (approach, WBS, schedule.)
- Step #5: Update project schedule
- Step #6: Update procurement schedule
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Lead Steps 1,2,3,4,5,6 |
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2
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Coordinate SOW Review & Approvals
- Step #1: OIS & Business Management (if required)
- Step #2: Manage changes to SOW during reviews
- Step #3: Federal Approval Agency (if required)
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Lead Steps 1,2,
Step 3 to be determined |
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B
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Select Contractor
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1
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Initiating Process
- Step #1: Submit Consideration Form, SOW and DHS 0118 to Resource Manager
- Step #2: Resource Manager submits DHS 0118 to OC&P
- Step #3 Obtain contact information for next contractor on approved list
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Lead Steps 1,2
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Lead Step 3
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2
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Negotiate Contract Issues
- Step #1: Identify Negotiation Team Members and establish roles & responsibilities
- Step #2: Identify and Negotiate Issues (limited to SOW, Milestones, Delivery Schedule, & Cost)
- Step #3: Develop Contract Administration Plan
- Step #4: Update SOW
- Step #5: If unable to reach agreement, begin process again (B1 Step #3) by notifying OIS Resource Manager, continue again from B2 Step #2
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Lead Steps 1,2,3,4,5 |
Facilitate Steps 2
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3
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Agency’s Decision
- Step #1: Present recommendation to OIS Executive Staff & Business Management
- Step #2: Decision to proceed or cancel based on OIS Authorization to proceed
- Step #3: If decision to proceed, notify OC&P
- Step #4: If cancel, notify contractor and OC&P of Agency’s decision to cancel
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Lead Steps 1,2,3,4 |
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C
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Award Contract
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1
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Coordinate Contract Review and Approvals
- Step #1: OIS and Business Management sign off
- Step #2: DOJ sign off (required if 75k or above)
- Step #3: DAS/IRMD approval (if required)
- Step #4: OIS CIO or Deputy CIO approval
- Step #5: Contractor approval
- Step #6: Budgetary Authority (if budget is outside OIS)
- Step #7: Federal Approval Agency (if required) – formal review and approval. Must be accompanied by appropriate documentation (i.e., APD Update for CMS approval).
- Step #8: Coordinate all revisions to SOW (if required)
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Lead Steps 1,4,6,8
Step 7 to be determined |
Lead Steps 2,3,5
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2
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Issue Notice to Proceed
- Step #1: OC&P and Contractor sign off on SOW
- Step #2: Receive Work Order number from DAS
- Step #3 Issue Notice to Proceed to Contractor, DAS and OIS Resource Manager
- Step #4: Notify program or business area
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Lead Step 4 |
Lead Steps 1, 2, 3
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Project Dollar limit
Glossary
- ACF – Administration for Children and Families.
- CMS – USDHHS, Centers for Medicare & Medicaid Services.
- DAS-IRMD – Department of Administrative Services-Information Resources Management Division.
- Duration Estimates - Duration estimates are most likely for a formal contract, i.e., on average the task will be completed within that time frame. Shaded cells indicate durations for federal approval agency (if required).
- Facilitate – Lead discussion and tasks that results in a completed product. Responsible for document version control. Collaborates with all stakeholders.
- FNS – Food and Nutrition Services.
- IRR - Information Resource Request is sent to DAS - Information Resources Management Division.
- Lead – Primary ownership and responsibility to ensure the task is completed. Collaborates with all stakeholders.
- Stakeholder – Individuals and/or groups who are involved in or may be affected by task activities.
- USDA – United States Department of Agriculture.
Duration Estimates – Assumptions
- Actual Duration will be affected by DHS’ priority, scope of the project and deliverables, solicitation strategy, issue resolution, and resource availability.
* The second date range includes the timeframe for CMS review and approval.
Attachments
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